AgdaPkt 2005-08-22 - Laserfiche WebLink

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6. /(!-~ organizations informed of developments in the recycled water project construction process. . A highly effective intranet-based project management "portal" has been developed and implemented for internal and external communications and project team information sharing and data storage. The negotiated scope of services and the corresponding budgetfor Year Two reflect the principle that an effective long-term public information program must be based on a solid policy commitment in the beginning and a focus on meeting community needs continuously, professionally, and accountably. The level of effort in Year Two will build on the efforts of Year One (actual expenses were 93% of the $189,500 budget), with emphasis on information sharing that can impact project design and construction. Year Two also considers unanticipated events, emerging stakeholder groups and other unforeseen factors that can occur when implementing any new project. In addition to previous scope, tasks include: . Review and advise as to construction specifications that can affect traffic, residents, commercial properties, and local businesses . Assist city with required signage and other related California Dept. of Health Services requirements . Alert and advise community members during construction activities . lead the project team in securing signed recycled water user applications All tasks and services will be provided on an as-needed basis. Staff intends to review Year Two results and determine which tasks and activities may be subsequently performed by city employees under the guidance of Data Instincts. Year Two budget is $180,000, which increases the total not-to-exceed agreement amount to $369,550. Alternative The work included in these two scopes of services could be provided by adding city staff. However, this would entail at least six months of delay in the project, and would result in a staff down-sizing at the end of the project phase. Staff believes that both consultants' performance to date and their readiness to move quickly on critical path tasks is a key efficiency factor. Fiscal Impact In January 2005 the City Council approved the Water Financing Plan - 2004 Update, and authorized the first issue of Water Revenue Bonds to finance the design and construction of the first Recycled Water Project facilities. The $32.6 million in bond proceeds reimbursed the Water Fund for prior project costs ($8.3M) and established a new, separate project fund ($24.3M) that is providing financing for these and other professional services agreements as well as construction of water recycling facilities at the South Bayside System Authority waste water treatmen 4'~ant. , .1 õ.1! Peter Ingram Everett Director, Public arks Services City Manager Page 2 of 3